nfon.com Getting Started Guide Using Your NFON Phone System

Transcription

1 nfon.com Getting Started Guide

2 Introduction The NFON enterprise-class Cloud Telephone System is delivered via the Internet and eliminates the need for telephone system hardware, telephone lines and specialised engineering experience. Simply plug in the telephones and our "Plug & Play" technology does the rest. All NFON Cloud Telephone System devices will automatically configure once basic settings have been applied on the NFON portal. Before You Get Started Supported browsers Firefox and Google Chrome Access credentials You should have received these via from NFON Network Settings Ensure your Internet settings are as per Plug & Play guide found at Assumptions: you have a supported phone supplied by NFON Objectives of this Getting Started Guide Become familiar with the NFON Admin service portal Provision 2 extensions on the NFON platform for testing NFON services Provide Overview of Ncontrol: Extension user self-manage control panel Becoming Familiar with the NFON Admin Service Portal The NFON Admin service portal can be reached from the web page. Click on Admin Portal to navigate to the Admin service portal page as shown below. The flow-chart diagram on the following page illustrates the relationship between required functionality to achieve and the menu items on the Admin portal. For the purpose of this guide, we will focus on the basic function of adding extensions which is outlined in the diagram Steps 1 through 9. For configuration of other features such as Services, Devices and Announcements, please refer to the online documentation available at 1 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

3 STEP 1 NFON PORTAL WHAT DO I WANT TO DO? Extensions Service Devices Announcements STEP 2 WHERE DO I NAVIGATE TO? Targets Targets Elements Elements HOW DO I DO IT? Add Target Add Phone Extension Display Name STEP 3 Add Inboud Number STEP 4 Add Device STEP 5 Voic STEP 6 STEP 7 STEP 8 STEP 9 Call Forward Settings Geographical Settings Configuration Settings Save Extensions: User accounts which hold the user profile. Services: Advanced Call Flow plans such as Hunt Groups, Queues and IVR Devices: Handsets and sofphone clients allocated to user accounts Announcements: Media files (WAV&MP3) uploaded to assign against services such as voic , IVR & Queue introduction messages 2 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

4 Configuring Two Extensions on the NFON Admin Portal We will go through the Steps 1 to 9 from the above diagram to configure and save one extension. We will then repeat the steps for the second extension. 1. LOGIN TO THE NFON Admin PORTAL To do this, you will need: Your K number which was ed to you Your associated password 2. NAVIGATE TO TARGETS Add new Target Select a phone extension Display Name John Extension (internal number) 201 Note that extension numbers should not start with number 9 as the number 9 is typically used as the dial prefix. 3 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

5 3. ADD NEW INBOUND TRUNK NUMBER Use the arrow drop down box to select the Inbound trunk range you wish to allocate to your extension Choose the last 3 digits of that trunk range to specify the DDI (Direct Dial In) number to be associated with this extension 201. If the number is in use, the drop down will show you which extension it is allocated to. If there is no description against the last 3 digits, then that indicates the number is free to assign to the phone extension 4. ASSIGN YOUR HANDSET TO YOUR EXTENSION Go to Add Devices Select Add new Device and use the drop down menu to choose the device you want to allocate. The list of handsets already provisioned against your account will appear here. Should you not see any device here, you need to contact your NFON account manager or reseller. Tick Primary device 5. SETUP VOIC If testing voic , make sure you key in a password (PIN) for accessing your voic . Populate your contact in the free text box, and tick Send . This will allow you to receive a voic with a.wav file of the voic left to your nominated address. You can upload different voic greetings for temporary, busy, unavailable or with just your name. 6. SETUP CALL FORWARDING 4 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

6 What do you want your phone to do when someone calls? Go to Call Forward. It s always best to ensure the Call Forward settings are enabled for all scenarios to ensure that your call is routed appropriately. You have various options available to you as well as any options from new services you have created. Important settings are: Busy when you are on the phone Not available when you don t pick up the call Not registered if the phone is disconnected or Internet drops or electricity fails Be sure to set your timeout (10 seconds is around 3 rings depending on the ringtone chosen) 7. GEOGRAPHICAL SETTINGS When using the system in the UK, be sure to have the correct settings English, 9 selected. This allows the phone to draw its configuration down in English and allows users to dial 9 for an outside line. 5 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

7 8. CONFIGURATION SETTINGS To manage what people will see when they receive your calls (i.e. your DDI, company number or no number at all), you need to set the Preferred Outbound Trunk and CLIR options. To chose which number range the extension will call from (might be important for billing), select the range from the Preferred Outbound Trunk drop-down menu. To manage what number is presented when you make calls, you need to set the CLIR options in the drop-down menu as per the following: To show the first number in the DDI range (typically your company main number), select Show Base Number. To show your whole DDI assigned to your extension, select Show Whole Number. Select Hide Number if you do not wish to show your number when dialling out. Auto dial timeout allows you to set if the user must select the dial or tick option to instigate a call after dialling numbers, or simply allowing the system to dial the numbers automatically after x seconds. In order to use the centralised directory on your phone, you need to ensure the option Access central phone book is ticked in this section. Otherwise you will not be able to search for other members of your company. 9. SAVE YOUR SETTINGS 10. REPEAT STEPS 1 9 TO CONFIGURE YOUR 2 ND EXTENSION. Display Name Helen Extension (internal number) 202 Both your phones are now ready to connect to the network. Please connect them to the Internet and allow them to boot up, and draw down the configuration details you have just set in the portal. Please do not interrupt the setup, until you see the correct date, time, extension and name displayed on the display screen. This may take a few minutes depending on your network speeds. 6 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

8 Basic User Self-Management Using the Ncontrol User Portal Once you have configured the extensions, each user can manage their own extension without having to involve the administrator or be given access to the Admin service portal. This can be achieved using the Ncontrol User Portal. The Ncontrol User Portal can be reached from or by going directly to ncontrol.nfon.com. Login to the Ncontrol User Portal using your system K number (Identifier), extension number and your extension Voic PIN as password. This is shown in the below screenshot. 7 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

9 By selecting the Settings option, you can configure the settings for your extension as shown below on the Settings screen. Key areas you will use Ncontrol for are: Voic settings Call forward settings 8 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG

10 Sending or receiving efaxes Programming Deskphone Function Keys To configure more advanced call routing plans such as IVR s, Hunt Groups or Call Queues on the Admin Service portal; please see our guides which can be found at: For further information on how to maximise the benefits from NFON Cloud Telephone System, please contact us on:! Call: " 9 P age NFON UK Ltd 140 Wales Farm Road, London, W3 6UG